The ingonyama trust board is seeking a qualified service provider to manage all domestic and international travel arrangements for its officials and authorised travellers for a period of 36 months. The contract covers airline bookings, accommodation, car hire, conference travel, visa assistance, and 24-hour emergency support. Bidders must be registered on the central supplier database and submit all mandatory documents, including iata accreditation and asata membership, by the closing date.
Key Requirements
Submit all mandatory documents: IATA Accreditation Certificate, ASATA Membership Certificate, CSD Registration Report, fully completed Pricing Schedule (SBD3.3), Company Profile, and valid Tax Compliance Status (TCS) PIN or CSD number.
Bids must be delivered to the bid box at 65 Trelawney Road, Southgate, Pietermaritzburg, 3201 by 14 August 2026 at 15:00. Late bids will not be accepted.
Offer must be valid for 60 days from the closing date. Prices must be in RSA currency and include all applicable taxes.
Evaluation uses the 80/20 preference point system: 80 points for price, 20 points for specific goals (10 points for being a KZN-based service provider, 5 points for 51%-100% women ownership, 5 points for 51%-100% youth ownership).
Provide a dedicated consultant for office hours and 24-hour emergency support. Turnaround time for travel requests is 2 hours.
Bidders must not be in the service of the state, nor have directors/members who are, and must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers.
Failure to submit any mandatory document or to be registered on the CSD at closing time will result in disqualification.
Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
Compliance review. The working summary is checked against South African procurement standards — PFMA, PPPFA, B-BBEE, CIDB, local content, and preferential procurement — so nothing critical is missed before you start your bid response.
DocumentRFQ-APPOINTMENT OF A SERVICE PROVIDER TO RENDER TRAVEL MANAGEMENT SERVICES FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdfReview complete
Description
Important Dates
06 Aug
2026
PUBLICATION
Tender Published
Tender was published
14 Aug
2026
DEADLINE
Closing Date
Tender closing date
Procurement Rules & Compliance ContextThis tender may be governed by South African public procurement rules covering fairness, transparency, preferential procurement, anti-corruption, administrative justice and access to information.
7 rules
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
Core procurement rules
These rules commonly apply to South African public-sector procurement.
7
Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
high
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Constitution of the Republic of South Africa, 1996 – Section 217
Act 108 of 1996 (s217)
high
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
RFQ-APPOINTMENT OF A SERVICE PROVIDER TO RENDER TRAVEL MANAGEMENT SERVICES FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf
The Ingonyama Trust Board is seeking a service provider to manage travel services for 36 months. The tender (ITB/01/08/2026) requires bidders to submit a completed pricing schedule (SBD 3.3), tax compliance documentation, and preference points claim form. The 80/20 preference point system applies, with 80 points for price and 20 for specific goals (KZN-based, women/youth ownership). Bids must be delivered physically by 14 August 2026 at 15:00.
Not sure if your business is ready for this tender? Check CSD, CIDB, and B-BBEE requirements, run a readiness assessment, and move from opportunity to submission.
Based on 24 comparable awarded tenders. Companies with similar profiles typically bid near the median.
* Estimates are based on historical data and do not guarantee actual award values.
Bid-ready summary. The submission guidelines, evaluation criteria, technical, financial, and compliance sections are refined into professional, easy-to-scan prose. This is the final version you can rely on when preparing your bid or briefing your team.
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Document read
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Bid-ready summary
Source: RFQ-APPOINTMENT OF A SERVICE PROVIDER TO RENDER TRAVEL MANAGEMENT SERVICES FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf
The Ingonyama Trust Board (ITB) invites suitably qualified and experienced travel agencies to submit quotations for comprehensive travel and accommodation management services for 36 months.
Services include domestic and international airline reservations and ticketing, accommodation bookings, conference/event bookings, car hire and shuttle arrangements, travel itinerary management, emergency and after-hours support, assistance with travel documentation and visas, monthly travel management reports, and negotiation of competitive government rates.
The appointed travel agent is expected to negotiate government discounts, offer special fares, and secure optimal rates with car rental, shuttle, airfare, and accommodation suppliers.
The travel agent must provide 24-hour support, maintain traveller profiles, and deliver accurate management information.
The scope includes travel and accommodation for ITB and on behalf of its customers.
The travel agent must account for all administrative costs and cost savings, with statements reaching ITB by the 21st of the following month.
Penalties for faults attributed to the travel agent will be for the travel agent's account.
The travel agent must provide a list of contactable references.
Turnaround time for travel requests is 2 hours.
The travel agent must provide a consultant for ITB during office hours and after-hours for emergencies.
Important Dates
Source: RFQ-APPOINTMENT OF A SERVICE PROVIDER TO RENDER TRAVEL MANAGEMENT SERVICES FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf (TENDER)
Closing date: 14/08/2026
Closing time: 15:00
Contact Information
Source: RFQ-APPOINTMENT OF A SERVICE PROVIDER TO RENDER TRAVEL MANAGEMENT SERVICES FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf (TENDER)
Contact person for bidding procedure enquiries: Ms T Khenisa
Source: RFQ-APPOINTMENT OF A SERVICE PROVIDER TO RENDER TRAVEL MANAGEMENT SERVICES FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf (TENDER)
Submit bid response documents in the bid box at: 65 Trelawney Road, Southgate, Pietermaritzburg, 3201.
Bids must be delivered by the stipulated closing time (14/08/2026 at 15:00). Late bids will not be accepted.
Use only the official forms provided – do not re-type them.
Complete and sign all required forms, including SBD1, SBD3.3 (Pricing Schedule), SBD4 (Bidder's Disclosure), SBD6.1 (Preference Points Claim), and SBD7.2 (Contract Form).
Mandatory returnable documents: certified copy of valid IATA Accreditation Certificate, certified copy of valid ASATA Membership Certificate, CSD Registration Report, fully completed and signed Pricing Schedule (SBD3.3), Company Profile, and valid Tax Compliance Status (TCS) PIN or CSD Number.
Failure to submit any mandatory document will result in disqualification.
Bids must be valid for 60 days from the closing date.
Bidders must be registered on the Central Supplier Database (CSD) at the time of bid closing – non-registration leads to disqualification.
Provide proof of authority (e.g., company resolution) for the signatory.
Bidders must complete the SBD4 disclosure and declare any conflicts of interest.
Foreign suppliers must complete the questionnaire in SBD1.
Evaluation Criteria
Source: RFQ-APPOINTMENT OF A SERVICE PROVIDER TO RENDER TRAVEL MANAGEMENT SERVICES FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf (TENDER)
Evaluation is conducted in three phases:
Mandatory Criteria (Phase One): Submission of all compulsory returnable documents – IATA Accreditation, ASATA Membership, CSD Registration, Pricing Schedule, Company Profile, Tax Compliance PIN/CSD Number. Failure results in disqualification.
Functionality Criteria (Phase Two): Assessment of technical capability and service delivery approach.
Preference Point System (Phase Three): 80/20 system as per Preferential Procurement Regulations 2022.
Price: 80 points.
Specific Goals: 20 points, allocated as follows:
Service provider within KwaZulu-Natal: 10 points.
Bidders with 51% to 100% Women Ownership: 5 points.
Bidders with 51% to 100% Youth Ownership: 5 points.
Bidders must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers.
Bidders must not be in the service of the state, nor have directors/members who are.
Bidders must not engage in collusive bidding or restrictive practices.
Bidders must be tax compliant and provide a valid TCS PIN or CSD number.
Foreign suppliers must answer the questionnaire and may be subject to local content requirements.
Technical Specifications
Source: RFQ-APPOINTMENT OF A SERVICE PROVIDER TO RENDER TRAVEL MANAGEMENT SERVICES FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf (TENDER)
Provide comprehensive travel management services for domestic and international travel for ITB officials and authorised travellers.
Services include: airline reservations and ticketing, accommodation bookings, conference/event bookings, car hire and shuttle arrangements, travel itinerary management, emergency and after-hours support, assistance with visas and travel documentation, monthly travel management reports, and negotiation of competitive government rates.
Negotiate government discounts for group bookings, special fares, and optimal rates with car rental, shuttle, airfare, and accommodation suppliers.
Use full economy fares only if no reduced fares are available; business class only in limited situations and in compliance with ITB policies.
Restrictive-condition fares require prior approval from ITB executive.
Provide 24-hour support service for amendments, emergency car hire, revalidation, reconfirmation, refunds, cancellations, alternative routings, and lowest-cost arrangements.
Provide a list of contactable references with client names, positions, contact numbers, work performed, and dates.
Reservations and ticketing services during office hours (Mon–Fri); 24-hour emergency services on weekends and holidays.
Provide printed confirmation of airfare quotes with cost breakdown, booking conditions, travel dates, airline, and quote date.
Book at lowest fare available; ensure travellers have complete travel documents before departure.
Notify requesting party of problems and present alternative routings/quotes if arrangements cannot be confirmed.
Issue accurate tickets with detailed route and airline status; modify as required.
Regularly provide ITB with market overviews, fare/policy changes, strike/disruption alerts, airport closures, cancellations, and business continuity plans.
Maintain detailed travel itineraries including cost/savings, departure/arrival times, flight/seat numbers, stops, upgrades, taxes, visa status, and other relevant info.
Arrange accommodation and transport within ITB's price range; provide information within one working day.
Negotiate discounts with at least 3 suppliers for maximum savings.
Provide information on inoculation certificates, immigration clearance, foreign exchange regulations, and assistance with travel tax exemptions, passports, visas, and permits.
Investigate travel complaints (lost baggage, flight changes) and assist with dietary, health, and disability needs.
Turnaround time for travel requests: 2 hours.
Maintain online traveller profiles with preferences for dates, routes, seating, dietary requirements, and assistance.
Submit detailed transaction fees for domestic/international air, accommodation, conference, car hire/shuttle, and 24-hour support; all fees inclusive of VAT and relevant taxes.
Provide a dedicated consultant for ITB during office hours and after-hours for emergencies.
Experience & Qualifications
Source: RFQ-APPOINTMENT OF A SERVICE PROVIDER TO RENDER TRAVEL MANAGEMENT SERVICES FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf
Bidders must be suitably qualified and experienced travel agencies.
Must submit a Company Profile as part of mandatory documents.
Must provide a list of contactable references with client names, positions, contact numbers, work performed, and dates.
Must have valid IATA Accreditation and ASATA Membership certificates.
Quality Management
Source: RFQ-APPOINTMENT OF A SERVICE PROVIDER TO RENDER TRAVEL MANAGEMENT SERVICES FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf
Goods/services must conform to standards in bidding documents and specifications.
Supplier must not disclose contract information without prior written consent.
Supplier must permit purchaser to inspect and audit records relating to performance.
Pre-bidding testing is for bidder's account.
If inspections are required, premises must be open for inspection by purchaser's representative.
If inspections show non-compliance, costs are borne by supplier; non-compliant supplies may be rejected.
Rejected supplies must be removed at supplier's cost and replaced with compliant supplies.
Purchaser may cancel contract for breach of conditions.
Pricing Schedule
Source: RFQ-APPOINTMENT OF A SERVICE PROVIDER TO RENDER TRAVEL MANAGEMENT SERVICES FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf
Complete the Pricing Schedule (SBD3.3) in full – failure to do so renders the bid non-responsive.
Prices must be in RSA currency and include all applicable taxes.
Provide proof of VAT registration if a VAT vendor; add 15% VAT to subtotal.
Bidders may attach a separate pricing schedule for additional services, but it must not replace the mandatory schedule.
Payment terms: Purchaser will pay within 30 days after receipt of invoice (as per GCC).
Performance security may be required within 30 days of contract award, amount specified in Special Conditions of Contract (SCC).
Compliance Requirements
Source: RFQ-APPOINTMENT OF A SERVICE PROVIDER TO RENDER TRAVEL MANAGEMENT SERVICES FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf (TENDER)
Must be registered on the Central Supplier Database (CSD) – registration at closing time is mandatory; non-registration leads to disqualification.
Must be tax compliant: provide valid Tax Compliance Status (TCS) PIN from SARS or CSD number. For consortia/JVs/subcontractors, each party must submit separate TCS/CSD.
Must not be in the service of the state, nor have directors/members who are.
Must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers.
Must submit B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to qualify for preference points.
Must complete SBD4 (Bidder's Disclosure) and declare any conflicts of interest.
Must complete SBD6.1 (Preference Points Claim) and claim specific goals (KZN-based, women/youth ownership).
Foreign suppliers must complete the questionnaire in SBD1 and may be subject to local content requirements.
Must provide proof of authority (e.g., company resolution) for the signatory.
Must comply with the General Conditions of Contract (GCC) and any Special Conditions of Contract (SCC).
Must not engage in collusive bidding or restrictive practices; suspicious bids will be reported to the Competition Commission.
Must sign the contract form (SBD7.2) if awarded.
Health & Safety
Source: RFQ-APPOINTMENT OF A SERVICE PROVIDER TO RENDER TRAVEL MANAGEMENT SERVICES FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf
No specific health and safety requirements are stated in the document.
General compliance with bidder's disclosure and anti-collusion declarations is required.
The travel agent must assist travellers with health issues and disabilities as part of service conditions.
Contractual Terms
Source: RFQ-APPOINTMENT OF A SERVICE PROVIDER TO RENDER TRAVEL MANAGEMENT SERVICES FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf
Contract duration: 36 months.
Payment: Purchaser will pay within 30 days after receipt of invoice (as per GCC).
Prices quoted in bid are fixed and cannot vary unless authorised in SCC or bid validity extension.
Contract amendments must be in writing and signed by both parties.
Supplier cannot assign obligations without prior written consent.
Subcontracts must be notified in writing; supplier remains liable.
Delays: Supplier must notify purchaser of any impediments; purchaser may extend time with or without penalties.
Penalties: For late delivery/performance, purchaser may deduct from contract price a sum calculated using the current prime interest rate per day of delay.
Termination for default: Purchaser may terminate if supplier fails to deliver, perform obligations, or engages in corrupt/fraudulent practices.
Restriction: Supplier may be prohibited from doing business with the public sector for up to 10 years.
Force majeure: Supplier not liable for delays due to force majeure events.
Termination for insolvency: Purchaser may terminate if supplier becomes bankrupt or insolvent.
Disputes: Parties to resolve amicably; if not resolved in 30 days, mediation may be commenced; if mediation fails, dispute may be settled in a South African court.
Limitation of liability: Supplier not liable for indirect/consequential loss, except in cases of criminal negligence or willful misconduct; aggregate liability limited to total contract price.
Governing language: English.
Applicable law: South African law.
Notices: Sent by registered/certified mail to address in bid.
Taxes: Local supplier responsible for all taxes until delivery; foreign supplier responsible for taxes outside purchaser's country.
No contract with bidder whose tax matters are not in order; original tax clearance certificate required before award.
Prohibition of restrictive practices: Collusive bidding is prohibited and may be referred to Competition Commission.
Section
Source: RFQ-APPOINTMENT OF A SERVICE PROVIDER TO RENDER TRAVEL MANAGEMENT SERVICES FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf
Bidders must complete SBD4 (Bidder's Disclosure) and declare any relationships with state employees or procuring institution staff.
Bidders must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers.
Bidders must not have conflicts of interest or engage in collusive practices.
Bidders must certify that the bid was arrived at independently and without consultation with competitors.
Bidders must not disclose bid terms to competitors prior to bid opening or award.
Bidders must not have been involved in drafting the specifications or terms of reference.
Suspicious bids will be reported to the Competition Commission and may lead to penalties or restriction from doing business with the public sector for up to 10 years.
Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.
Relevant because this is a South African public-sector procurement opportunity.
65 Trelawney Rd, Fillan Park, Pietermaritzburg, 3201, South Africa
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06 Aug 2026
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This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.
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